Material management

1.

MATERIAL MANAGEMENT
By
DR.I.SELVARAJ, I.R.M.S
Sr.D.M.O (Selection Grade Officer) (on study leave),
INDIAN RAILWAYS MEDICAL SERVICE
B.Sc., M.B.B.S., D.P.H (Madras medical college, Recognized by MCI).,
D.I.H., PGCH&FW (NIHFW, New Delhi)
III rd year Post graduate student in M.D Community medicine
Department of Community medicine
Sree Ramachandra Medical College,
Porur,Chennai

2.

Definition
It is concerned with planning, organizing and
controlling the flow of materials from their initial
purchase through internal operations to the service
point through distribution.
OR
Material management is a scientific technique,
concerned with Planning, Organizing &Control of flow
of materials, from their initial purchase to destination.

3.

AIM OF MATERIAL MANAGEMENT
To get
1. The Right quality
2. Right quantity of supplies
3. At the Right time
4. At the Right place
5. For the Right cost

4.

PURPOSE OF MATERIAL MANAGEMENT
•To gain economy in purchasing
•To satisfy the demand during period of replenishment
•To carry reserve stock to avoid stock out
•To stabilize fluctuations in consumption
•To provide reasonable level of client services

5.

Objective of material management
Primary
•Right price
•High turnover
•Low procurement
•& storage cost
•Continuity of supply
•Consistency in quality
•Good supplier
relations
•Development of
personnel
•Good information
system
Secondary
•Forecasting
•Inter-departmental
harmony
•Product improvement
•Standardization
•Make or buy decision
•New materials & products
•Favorable reciprocal
relationships

6.

Economy in material management
•Containing the costs
•Instilling efficiency in all activities

7.

Four basic needs of Material
management
1. To have adequate materials on hand when needed
2. To pay the lowest possible prices, consistent with
quality and value requirement for purchases
materials
3. To minimize the inventory investment
4. To operate efficiently

8.

Basic principles of material management
1. Effective management & supervision
It depends on managerial functions of
• Planning
• Organizing
• Staffing
• Directing
• Controlling
• Reporting
• Budgeting
2. Sound purchasing methods
3.Skillful & hard poised negotiations
4.Effective purchase system
5.Should be simple
6.Must not increase other costs
7.Simple inventory control programme

9.

Elements of material management
1. Demand estimation
2. Identify the needed items
3. Calculate from the trends in Consumption during last
2 years.
4. Review with resource constraints

10.

Functional areas of material management
1. Purchasing
2. Central service supply
3. Central stores
4. The print shops
5. The pharmacy
6. Dietary
& Linen services

11.

PROCUREMENT
1. Directorate general of supply & disposal
(DGS & D, Govt. Of India]
2. Medical stores depot (M. S.D. Government
of India, Ministry of H & FW]
3. Private or public sector undertakings.
4. Receiving donations.

12.

Procurement cycle
• Review selection
• Determine needed quantities
• Reconcile needs & funds
• Choose procurement method
• Select suppliers
• Specify contract terms
• Monitor order status
• Receipt & inspection

13.

Objectives of procurement system
•Acquire needed supplies as inexpensively as possible
•Obtain high quality supplies
•Assure prompt & dependable delivery
•Distribute the procurement workload to avoid period of
idleness & overwork
•Optimize inventory management through scientific
procurement procedures

14.

FLOW OF PROCUREMENT DECISIONS
DRUG
DRUG REQUIREMENTS
REQUIREMENTS
YES
DONATION
DONATION
SOURCE
SOURCE
DETERMINE
DETERMINEDRUGS
DRUGS &
&DRUG
DRUG
REQUIREMENTS
REQUIREMENTS
ADJUST
ADJUST
QUANTITIES
QUANTITIES
NO
GOVERNMENT
GOVERNMENT
PRODUCTION
PRODUCTION
DETERMINE
DETERMINEDRUGS
DRUGS &
&DRUG
DRUG
REQUIREMENTS
REQUIREMENTS
YES
ADJUST
ADJUST
QUANTITIES
QUANTITIES
NO
PURCHASE
PURCHASE
REQUIREMENTS
REQUIREMENTS
NO
OPEN
OPEN TENDER
TENDER
YES
CALL
CALL FOR
FOR
OFFERS
OFFERS
NO
RESTRICTED
RESTRICTED
TENDER
TENDER
YES
REQUEST
REQUEST OFFERS
OFFERS FROM
FROM
ELIGIBLE
ELIGIBLE SUPPLIERS
SUPPLIERS
NO
NEGOTIATED
NEGOTIATED
TENDER
TENDER
DIRECT
DIRECT
PURCHASE
PURCHASE
YES
YES
LOCATE
LOCATE
RELIABLE
RELIABLE
SUPPLIERS
SUPPLIERS
CONTACT
CONTACT
RELIABLE
RELIABLE
SUPPLIER
SUPPLIER
EVALUATE
EVALUATE &
&
SELECT
SELECT SUPPLIER
SUPPLIER
EVALUATE
EVALUATE OFFERS
OFFERS
&
& SELECT
SELECT
SUPPLIERS
SUPPLIERS
NEGOTIATE
NEGOTIATE PRICE
PRICE &
&
SUPPLY
SUPPLYCONDITIONS
CONDITIONS
ESTABLISH
ESTABLISH
PRICE
PRICE
PURCHASE
PURCHASE ORDER
ORDER
// CONTRACT
CONTRACT
PURCHASE
PURCHASE ORDER
ORDER //
CONTRACT
CONTRACT
PURCHASE
PURCHASE
ORDER
ORDER //
CONTRACT
CONTRACT
PURCHASE
PURCHASE
ORDER
ORDER //
CONTRACT
CONTRACT
DRUGS
DRUGS RECEIVED,
RECEIVED, CHECKED
CHECKED AGAINST
AGAINST PURCHASE
PURCHASE ORDER
ORDER //CONTRACT
CONTRACT SPECIFICATIONS
SPECIFICATIONS &
& CLEARED
CLEARED
FOR
DISTRIBUTION
FOR DISTRIBUTION

15.

Open tender
•Public bidding, resulting in low prices
•Published in newspapers
•Term - 4 weeks
•Quotations must be sent in the specific forms
that are sold, before the time &date mentioned in
the tender form
•In technical items, ‘two packets or two bins’
system is followed. Offers are given in two
separate packets.
•Technical bid
•Financial bid
Cont……

16.

•First technical bid is opened & short listed
•Then financial bid of selected companies are
opened & lowest is selected
•Delayed tenders & late tenders are not accepted.
But if, in case of delayed tenders, if the rate quoted is
very less, then it can be accepted.
•Quotations are opened in presence of indenting
department, accounts & authorized persons of party
•Validity of tenders – generally 90 days

17.

Earnest money
2 % of the tender amount or as decided has to be paid
along with all quotations. In case of default 1/5 is withheld
Restricted or limited tender
From limited suppliers (about 10)
Lead-time is reduced
Better quality
Negotiated procurement
Buyer approaches selected potential Suppliers & bargain
directly
Used in long time supply contracts
Direct procurement
Purchased from single supplier, at his quoted price
Prices may be high
Reserved for proprietary materials, or low priced, small
quantity & emergency purchases

18.

Rate contract
Firms are asked to supply stores at specified Rates
during the period covered by the Contract
Spot purchase
It is done by a committee, which includes an officer
from stores, accounts & purchasing departments
Risk purchase
If supplier fails, the item is purchased from other
agencies & the difference in cost is recovered from
the first supplier

19.

Points to remember while purchasing
•Proper specification
•Invite quotations from reputed firms
•Comparison of offers based on basic price, freight & insurance,
taxes and levies
•Quantity & payment discounts
•Payment terms
•Delivery period, guarantee
•Vendor reputation
(reliability, technical capabilities, Convenience, Availability, aftersales service, sales assistance)
•Short listing for better negotiation terms
•Seek order acknowledgement

20.

Storage
• Store must be of adequate space
• Materials must be stored in an appropriate place
• in a correct way
• Group wise & alphabetical arrangement helps in
• identification & retrieval
• First-in, first-out principle to be followed
• Monitor expiry date
• Follow two bin or double shelf system, to avoid
• Stock outs
• Reserve bin should contain stock that will cover
• lead time and a small safety stock
Issue & use
Can be centralized or decentralized

21.

Inventory control
It means stocking adequate number and
kind of stores, so that the materials are
available whenever required and wherever
required. Scientific inventory control results
in optimal balance

22.

Functions of inventory control
•To provide maximum supply service,
consistent with maximum efficiency &
optimum investment.
•To provide cushion between forecasted &
actual demand for a material

23.

Economic order of quantity
EOQ = Average Monthly Consumption X Lead Time [in
months] + Buffer Stock – Stock on hand
ECONOMIC ORDER OF
QUANTITY(EOQ)
PURCHASING
COST
CARRYING
COST

24.

•Re-order level: stock level at which fresh
order is placed.
•Average consumption per day x lead time +
buffer stock
•Lead time: Duration time between placing
an order & receipt of material
•Ideal – 2 to 6 weeks.

25.

ABC ANALYSIS
(ABC = Always Better Control)
This is based on cost criteria.
It helps to exercise selective control when confronted
with large number of items it rationalizes the number of
orders, number of items & reduce the inventory.
About 10 % of materials consume 70 % of resources
About 20 % of materials consume 20 % of resources
About 70 % of materials consume 10 % of resources

26.

‘A’ ITEMS
Small in number, but consume large amount
of resources
Must have:
•Tight control
•Rigid estimate of requirements
•Strict & closer watch
•Low safety stocks
•Managed by top management

27.

‘C’ ITEMS
Larger in number, but consume lesser amount of
resources
Must have:
•Ordinary control measures
•Purchase based on usage estimates
•High safety stocks
ABC analysis does not stress on items those are
less costly but may be vital

28.

ABC
A
N
A
L
Y
S
I
S
ITEM %
10 %
20 %
70 %
WORK
SHEET
ITEM
ANNUAL COST
[Rs.]
CUMMULATIVE
COST [Rs.]
1
90000
90000
2
50000
140000
3
20000
160000
4
7500
167500
5
7500
175000
6
5000
180000
7
4500
184500
8
4000
188500
9
2750
191250
10
1750
193000
11
1500
194500
12
1500
196000
13
500
196500
14
500
197000
15
500
197500
16
500
198000
17
500
198500
18
500
199000
19
500
199500
20
500
200000
COST %
70 %
20 %
10 %

29.

‘B’ ITEM
Intermediate
Must have:
•Moderate control
•Purchase based on rigid requirements
•Reasonably strict watch & control
•Moderate safety stocks
•Managed by middle level management

30.

VED ANALYSIS
Based on critical value & shortage cost of an item
–It is a subjective analysis.
•Items are classified into:
Vital:
•Shortage cannot be tolerated.
Essential:
•Shortage can be tolerated for a short period.
Desirable:
Shortage will not adversely affect, but may be using more
resources. These must be strictly Scrutinized
V
E
D
ITEM
COST
A
AV
AE
AD
CATEGORY 1
10
70%
B
BV
BE
BD
CATEGORY 2
20
20%
C
CV
CE
CD
CATEGORY 3
70
10%
CATEGORY 1 - NEEDS CLOSE MONITORING & CONTROL
CATEGORY 2
- MODERATE CONTROL.
CATEGORY 3
- NO NEED FOR CONTROL

31.

SDE ANALYIS
Based on availability
Scarce
Managed by top level management
Maintain big safety stocks
Difficult
Maintain sufficient safety stocks
Easily available
Minimum safety stocks
FSN ANALYSIS
Based on utilization.
Fast moving.
Slow moving.
Non-moving.
Non-moving items must be periodically reviewed to prevent
expiry
& obsolescence
HML ANALYSIS
Based on cost per unit
Highest
Medium
Low
This is used to keep control over consumption
at departmental level for deciding the frequency of physical verification.

32.

PROCURMENT OF EQUIPMENT
Points to be noted before purchase of an
equipment:
•Latest technology
•Availability of maintenance & repair facility,
with minimum down time
•Post warranty repair at reasonable cost
•Upgradeability
•Reputed manufacturer
•Availability of consumables
•Low operating costs
•Installation
•Proper installation as per guidelines

33.

HISTORY SHEET OF EQUIPMENT
:
History sheet
Name of equipment
Code number
Date of purchase
Name of supplier
Name of manufacturer
Date of installation
Place of installation
Date of commissioning
Environmental control
Spare parts inventory
Techn. Manual / circuit
diagrams / literatures
After sales arrangement
Guarantee period
Warranty period
Life of equipment
Down time / up time
Cost of maintenance
Unserviceable date
Date of condemnation
Date of replacement

34.

Maintenance sheet:
Annual maintenance contract [AMC]
Starting date
Expiry date
Service / repair description
Materials / spares used
Cost of repairs
In-house
Outside agency

35.

EQUIPMENT MAINTENANCE & CONDEMNATION
Maintenance & repairs:
Preventive maintenance
Master maintenance plan
Repair of equipment

36.

PREVENTIVE MAINTENANCE
•Purchase with warranty & spares.
•Safeguard the electronic equipments with: (as per
guidelines)
•Voltage stabilizer, UPS
•Automatic switch over generator
•Requirement of electricity, water, space, atmospheric
conditions, etc. Must be taken into consideration
•Well equipped maintenance cell must be available
•All equipment must be operated as per instructions with
trained staff
•Monitoring annual maintenance contracts. (AMC)
•Maintenance cell
•Communications between maintenance cell & suppliers of
the equipment.
•Follow-up of maintenance & repair services
•Repair of equipment
•Outside agencies
•In-house facility

37.

CONDEMNATION & DISPOSAL
Criteria for condemnation:
The equipment has become:
1. Non-functional & beyond economical repair
2. Non-functional & obsolete
3. Functional, but obsolete
4. Functional, but hazardous
5. Functional, but no longer required

38.

PROCEDURE FOR CONDEMNATION
1. Verify records.
2. History sheet of equipment
3. Log book of maintenance & repairs
4. Performance record of equipment
5. Put up in proper form & to the proper authority

39.

DISPOSAL
1. Circulate to other units, where it is needed
2. Return to the vendor, if willing to accept
3. Sell to agencies, scrap dealers, etc
4. Auction
5. Local destruction

40.

CONCLUSION
Material management is an important management tool which will be
very useful in getting the right quality & right quantity of supplies at
right time, having good inventory control & adopting sound methods
of condemnation & disposal will improve the efficiency of the
organization & also make the working atmosphere healthy any type
of organization, whether it is Private, Government ,Small
organization, Big organization and Household.
Even a common man must know the basics of material management
so that he can get the best of the available resources and make it a
habit to adopt the principles of material management in all our daily
activities

41.

Acknowledgement
National institute of Health & Family Welfare (NIHFW, New Delhi)